Terms & Conditions

Registration Terms & Conditions

Registration

All registration fees are quoted in Euro (€) and taxes are included.
Payment in any other currency will not be accepted.
For issuance of invoices with an address within the European Union, the respective VAT registry number must be provided. The invoicing address and VAT number can be presented during the registration process.
Any modification on VAT number, address or financial documentation, requested after the issuing of the invoice or receipt, will result in an administrative fee of up to € 30.
Registration fees are based on the applicable - on the date of payment - fee. The prices indicated are only applicable if BOTH the registration request AND payment are received before midnight, Central European Time (GMT +2), of the relevant registration deadline; otherwise the higher registration fee will apply.
A confirmation email will be sent to you upon completion of your registration. For your registration to be valid and completed, the outstanding amount mentioned should be zero. You are advised to have this confirmation, in your easily accessible records, should there be a need to present it at the registration desk at the Meeting venue.

Mandatory Declarations

During registration, participants must accept the following:

I confirm that I am an EPNS member and have paid my 2026 membership fee.
I agree to comply with the EPNS Code of Conduct.
I am responsible for arranging my own travel insurance.
I will notify the Secretariat (epns2026@convin.gr) for any cancellation.
I understand that EPNS may cancel the event due to unforeseen circumstances and is not responsible for travel or accommodation costs.
I acknowledge that programme changes may occur without entitlement to refund.
I accept that speakers’ views are their own and EPNS is not responsible for content accuracy.
I consent to the use of photographs and video recordings.
I agree that my data may be shared with the EPNS organisation team for event purposes only.
I accept that EPNS holds no liability for any personal injury, loss, or damage.

Payment Details

Payments can be made via credit card or bank transfer.

Bank Details:
BANKHAUS BAUER
POSTFACH 100423, 70003 STUTTGART, GERMANY
IBAN: DE32600301000030950007
BIC: BHBADES1XXX
Account Holder: CONVIN S.A
Payment Reference: EPNS 2026 & Participant Name

Important: All bank charges are the responsibility of the payer. Please select “OUR” to cover all transfer fees.

Registration Cancellation & Alteration Policy

All cancellations or changes must be submitted in writing to: epns2026@convin.gr

Registration Cancellation
Until July 15th, 2026: Full refund minus €30 administrative fee
From July 16th, 2026 onwards: No refund
Alterations / Name changes:
Until July 15th, 2026: Allowed with €30 administrative fee
From July 16th, 2026 onwards: Not permitted

Non-shows will be charged the full registration fee. Refunds will be processed within two (2) months after the Meeting. Bank charges are the responsibility of the participant.

For any cancellation or alteration of your registration, the Professional Congress Organiser (CONVIN S.A) must be notified in writing by e-mail at epns2026@convin.gr

Hospitality Services

CONVIN is the official EPNS Research Meeting 2026 partner for hospitality services (i.e hotel accommodation) and is the only agency offering hospitality services in Thessaloniki on behalf of the Meeting.

As the official housing agency, CONVIN provides professional customer service & support for all your hospitality needs.
We can secure your room with the The Met Hotel Thessaloniki as the official Meeting hotel. Early booking is highly recommended.

Individual Reservations: Participants can book their hotel room/ other services online at the official Meeting online registration form.

Group Reservations: For group bookings (5 rooms or more) please contact the EPNS Research Meeting 2026 hospitality services team by e-mail at epns2026@convin.gr. Group reservations are not accepted online as different terms and conditions apply.

Room rates are quoted in Euro, per room, per night, including Breakfast and VAT.
Please note that accommodation taxes applying in Greek accommodation units have been altered by the Greek government. According to the specific “climate crisis resilience tax” during the season April - October, the amount of 15 euros will be applied in 5* hotel. These amounts should be paid directly at the hotel by the guests.
Check-in time is 15:00; check-out time is 11:00.
The official accommodation partner for the 9th EPNS Research Meeting 2026 is CONVIN. Any queries regarding the accommodation should be addressed only to CONVIN. Please note that hotels will not accept any changes, cancellations or payments directly except the climate tax direct settlement mentioned above.
No reservation will be handled without the accommodation form fully completed and accompanied by the full credit card details or bank transfer receipt for the payment.
A pre-booking confirmation will be sent by email within 7 working days of the properly filled in accommodation form receipt and relevant payment.
The final confirmation will be sent after full payment has been received.
The selected services’ total amount should be received in its entirety. The bank charges are additional and are the responsibility of the payer.
In case taxes and / or VAT change, the Professional Congess Organiser reserves the right to change the rates accordingly.
All bank charges associated with any refund will be the responsibility of the Participant.
You are kindly requested to advise the Professional Congess Organiser for any special requirements you may have (disabled person, specific dietary requirements, non-smoking room etc) at epns2026@convin.gr
Any pre & post Meeting date bookings must be fully paid after the confirmation of the availability, within the specific deadline date given through correspondence by CONVIN.
Your accommodation booking will be secured and valid only upon receipt of the full payment to CONVIN (Professional Congess Organiser & Official Housing Agency), within 7 working days. In case of payment through Bank Transfer, please forward the bank slip for cross-reference purposes to our Hospitality Department at epns2026@convin.gr . Upon receipt of the respective amount, your accommodation booking will be confirmed by e-mail. In case no payment is received within 7 working days from submission of this form, the Professional Congess Organiser will have the right to cancel the reservation.
CONVIN cannot be held liable for any damage or loss of any hotel property during the stay of the guests/ Participants. The guests will be exclusively and solely responsible for any damage or loss caused in the hotel rooms, or any public areas within the hotels’ premises.

Cancellation & Alteration Policy

Any cancellation of your hotel booking is acceptable only in writing by e-mail to epns2026@convin.gr The below mentioned cancellation terms apply only on the Meeting dates (October 16th and 17th). Pre or post-Meeting confirmed extra dates, will be granted with full cancellation charges.
For written cancellations received until August 1st 2026, no cancellation fees will apply.
For written cancellations received between August 2nd and August 10th 2026, a cancellation fee equal to 20% to the total cancelled service will apply.
For written cancellations received between August 11th and September 10th 2026, a cancellation fee equal to 50% to the total cancelled service will apply.
From September 11th 2026 onwards: no refund granted for any cancellation received.

In case of change of the arrival date, or check-in time, please inform the Organising Secretariat in advance, so that your reservation will not be considered as non-show.

Full cancellation fees apply for non-shows.

*All refunds will be processed within two (2) months after the closing of the Meeting and bank charges associated with this will be the responsibility of the Participant.

Miscellaneous

By registering, you accept as well to respect on site the following instructions:

- The Met Hotel is the 9th EPNS Research Meeting 2026 venue. Please visit relevant section for related venue policy The Met Hotel policy
- Hazardous substances are not allowed in the venue premises.
- Safety and security measures need to be respected.

Liability & Insurance

No right to further claims or waiving of fees will arise, should the Organisers be obliged to alter the schedule of Meeting proceedings.
Participants are encouraged to make arrangements on their own insurance regarding cancellation, travel, loss of personal belongings, accident, etc. The European Paediatric Neurology Society (EPNS) accepts no liability.
In the event of special or unforeseen circumstances beyond their control, the Organisers shall be entitled to cancel or modify the Meeting dates. Registered Participants shall not be entitled to compensation for any loss or damage incurred as a consequence of such a cancellation or change.

Data Privacy

The information you supply in the online form is required for processing your registration and will be held in the customer data files of the Organisers. They may be used for marketing and communication purposes only by the European Paediatric Neurology Society in cooperation with the Professional Conference Organiser (CONVIN S.A), within the context of this event or other educational meetings of the same or similar thematic.
The information you provide us with will remain in the Organisers’ archives, in electronic format, and access will only be allowed to persons under the control of the Organisers and on their instructions, in accordance with the legislation applicable.
Your personal data will be maintained by the Organisers for as long as no explicit objection has been stated. In any case, you retain the rights provided by the law applicable, namely the right to request access to or correction of your personal data, to oppose to the processing of all or some of them, to have your personal data deleted after completion of your participation in the Meeting, etc.).
To exercise any of the aforementioned rights, or for any issue referring to the use of your personal data, please contact the Organizers in writing at epns2026@convin.gr . To ensure that your personal data are used according to your wishes, we urge you to mind the Data Privacy section and respective authorizations, when filling in your registration form.

Acknowledgement

By participating in 9th EPNS Research Meeting 2026, you acknowledge and consent to the use of photographs or videos in which you may appear, taken during the event, for promotional purposes. This may include, but is not limited to, publication on the Meeting website or social media platforms.

Phishing Awareness

You are strongly advised to be alert for unauthorized agents who may contact you directly by email or phone, offering their services.
CONVIN S.A is the only authorized agency for 9th EPNS Research Meeting 2026 as the officially appointed Professional Congress Organiser.